HomeMy WebLinkAboutAGENDA REPORT 1996 0619 CC REG ITEM 07ITO
FROM:
DATE
AGENDA REPORT
CITY OF MOORPARK
The Honorable City Council
om
Lillian E. Hare, City Clerk
June 7, 1996 (CC Meeting of 6/19/96)
SUBJECT: CONSIDER RECORDS RETENTION SCHEDULE
Records and information are vital parts of local government operations. Accurate, complete, up-
to -date, and accessible information is imperative for efficiency and effectiveness. Serving our
customers, internal and external, the City Clerk's Office must provide the right information to the
right person at the right time at the least cost. If not properly managed, the City could "drown"
in paper records.
The attached City of Moorpark Records Retention Schedule will become the foundation on which
the City's Records Management Program will be built. Over the next several months the policies
and procedures for implementation will be developed and it is expected that sometime next fiscal
year the Council will be asked to adopt the combined Records Retention Schedule and
implementation policies and procedures as the City's Records Management Plan.
The Records Retention Schedule began with a physical inventory of all City records. Every
department participated. Record series were identified as to their appropriate retention period
and the correct authority (citation of government code section) was assigned. The appropriate
records were designated as vital, requiring permanent storage -- those records necessary to the
continued operation of the City and those records which are "rights- and - interests" records that
protect citizens. Many vital records have already been scanned into the Optical System and all
vital records are slated to be scanned. Those records identified with expired retention periods will
be properly destroyed, making much needed space available.
STAFF RECOMMENDATION:
Approve the retention schedule and direct the Retention Schedule and implementation policies
and procedures to be brought back to the Council for adoption in FY96/97.
Attachment
000127